Making Tables Accessible
How to Present Tables for Use by Blind or Visually Impaired Readers
The table format can be challenging and even confusing for many readers using computers with “screen reader” software and synthesized speech. For these readers it can be difficult or impossible to focus on the overall table layout while trying to read the individual table cell entries. Using word processor or browser applications with screen reader software and synthesized speech, they cannot experience the entire layout of the tables at one time as do those using vision. The screen reader can only read the text completely across each line or row from left to right before going to the next line or row. It does not distinguish between straight text and table cells.
Without re-formatting of tables, screen reader users can only figure out what data appear in a particular column by partially or completely memorizing the order of the table’s column headings and then remembering them as they read across each line or row. While screen reader users may be able to gain greater access to immediate information about the location of specific items in columns and rows by learning to use database software, this involves first learning new computer programs and new screen reader commands associated with them. And, some database programs are not fully accessible to readers using one or another screen reader program.
One customary and usable format for adapting tables for those using screen readers involves presenting table rows in consecutive groups of paragraphs, with the data contained in each cell shown on a separate line. Blank lines (empty paragraphs) appear between the groups of paragraphs that represent the rows. In this format, the information in the table column at the far left becomes the first paragraph in the group representing a row, followed by an additional paragraph under it for each additional column in the row. It is also helpful to repeat column headings at the beginning of each paragraph in the group, especially if the table has more than two or three columns. This makes it easier for the reader to understand the material being presented without having to remember or constantly go back to read the column headings.
Here is an example of a typical table:
Table 1: Number of immigrants or refugees who have
significant vision impairments which are not simply correctable by the use of standard optical lenses — by age group and sex.
Age group
Men & Boys
Women & Girls
Total
For the original table, download the MS Word .doc version (47 kb)
Below is an example of how the table above can be presented so that it can be read by a blind or visually-impaired person with minimal difficulty using screen reader programs:
Table 1: Number of immigrants or refugees who have
significant vision impairments which are not simply correctable by the use of standard optical lenses — by age group and sex.
Table with 4 columns and 4 rows.
Age group: under 18
Number of Men & Boys: 72
Number of Women & Girls: 73
Total of both: 145
Age group: 18 to 65
Number of Men & Boys: 127
Number of Women & Girls: 172
Total of both: 299
Age group: over 65
Number of Men & Boys: 90
Number of Women & Girls: 122
Total of both: 212
Age group: All Ages
Number of Men & Boys: 289
Number of Women & Girls: 367
Total of both: 656
For specific instructions of how to convert tables into consecutive groups of paragraphs, with the data contained in each cell shown on a separate line, as shown above, see: Procedure for converting tables to screen reader friendly versions.